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1 Civilian Personnel E-Newsletter Newsletter Date: October 2010 Executive Order (EO) Civilian Personnel Phonebook: In our continuing efforts to provide you quality service, the Lajes Field Civilian Personnel Flight (DPC) encourages all customers to call ahead to make an appointment so that we may better assist your needs. The section telephone numbers are listed below: Civilian Personnel Officer Monica Ritze Classification Nora Smits Gina Cardoso Ilda Moreira Staffing Nora Smits Lou Andrade Isidro Nunes On 12 August 2009 the federal government, through the US Office of Personnel Management, issued the final rule for Executive Order which establishes a noncompetitive appointing authority for certain military spouses to positions in the federal civil service. This new authority became effective on 11 September 2009 and allows federal agencies to noncompetitively appoint (1) spouses of military members on active duty (other than for training) to positions at a duty location (for example to Randolph AFB) for which the member has permanent change of station orders, (2) to the spouse of a military member receiving 100% service connected disability received while on active duty, and (3) to the spouse of a service member killed while performing active duty. If stationed overseas EO can only be used when the spouse receives PCS Orders back to CONUS. Eligible spouses may apply for positions for which EO eligibles are included in the area of consideration identified on the job announcements. Use the HOW TO APPLY tab on the announcement. Employee Relations Vacant Carla Leal MJ Ormonde Training Connie Santos MJ Ormonde Data Management: Adriana Castro Office Assistant: Veronica Collins Customer Service Miguel Janeiro Launch of Air Force Civilian Service (AFCS) Website On July 16, the Air Force Personnel Center (AFPC), launched a new, interactive civilian recruitment website, The new website introduces civilian service to those unfamiliar with federal employment and encourages job seekers to consider joining the Air Force Civilian Service (AFCS). The Air Force is projected to add 21,000 new civilian employees by the end of fiscal year This new website was created as a.com site in order to reach the non-military public by allowing applicants easy access from any computer.

2 Page 2 NON-COMPETITIVE PROMOTION Normally, employees must compete for promotion. However, under certain circumstances, employees may be promoted without competition. These circumstances include re-promotion of an employee downgraded without personal cause and authorized exceptions as follow: Classification of a position to a higher grade, either by reevaluation, change in standards, or gradual job enlargement other than through deliberate planned management action. Completion of approved training programs provided the employee was selected for entry into the trainee position under the competitive procedures of the Merit Promotion Plan. Promotion is neither automatic nor mandatory. PROMOÇÕES SEM COMPETIÇÃO Normalmente os trabalhadores têm que competir para efeitos de promoção. Todavia em certas circunstâncias podem ser promovidos sem competição. Estas circunstâncias incluem a repromoção de trabalhadores despromovidos por razões que não lhes são imputáveis e as seguintes excepções autorizadas: Classificação do cargo para nível superior, quer por reavaliação, alteração dos padrões de classificação, ou adição gradual de tarefas não resultante de acção deliberada da gerência; Conclusão de programas de treino quando o trabalhador tenha sido seleccionado para o cargo num nível de aprendizagem, de acordo com os processos competitivos do Plano de Promoções por Mérito. As promoções de acordo com as excepções autorizadas supracitadas não são nem automáticas nem obrigatórias. Special Emphasis Program Managers (SEPM) The Civilian Personnel Office is accepting applications for Special Emphasis Program Managers. The positions are, Black Employment Program Manager, Hispanic Employment Program Manager, Federal Woman s Program Manager, and People with Disabilities Program Manager. These positions are open to all current Air Force employees and all active duty military members. The Incumbent will perform these duties on a collateral basis not to exceed 20% of the incumbent s work time. The incumbent will work with Affirmative Employment personnel who are available to provide technical guidance and assistance. These positions are open until filled. For more information please contact Ms. Nora Smits at

3 Page 3 Information On How U.S. Employees Can Submit A Position description Classification Appeal A Classification Appeal can be submitted directly to the Air Force Manpower Agency/Central Civilian Classification (AFMA/MAH) and AFMA will send a courtesy to the Civilian Personnel Office to let them know they've received an appeal. Please contact the Civilian Personnel Office prior to submission for guidance and assistance in preparing your appeal package. For detailed information as to what must be included in your package, please visit the below links: For appeal to CPMS For appeal to OPM The complete package should contain hard copy original signatures on all documents requiring signature, and should be mailed to the following address: HQ AFMA/MAHS ATTN: Abbie Hayden 550 E Street East Randolph AFB, TX What is the Supervisor s Role in Position Management? Supervisors must be familiar with the work required to accomplish the Air Force mission in order to establish and maintain the most effective and economical organization possible. Changes to an organization may be generated, with Air Force approval, by changes in technology, new or changed mission requirements, restructure of functions, or gain or loss of personnel authorizations. These times of change provide Supervisors an opportunity to review their unit s positions and organizational structures. Applying sound position management principles combined with good management judgment results in a productive, cost-effective structure which supports sound recruitment and provides an efficient mix of skills to achieve organizational excellence. It is important to avoid illdefined or personalized job structure changes intended to support unnecessary or questionable grade increases or to reward good employees. Supervisors use performance, incentive, non-monetary or honorary awards to recognize excellent performance. Position management principles are used to achieve sound organizational structures designed to create an effective, efficient and quality workforce ready to meet the Air Force mission. Contact your position Classification Section at for assistance.

6 Page 6 GENERAL PRINCIPLES OF PUBLIC SERVICE Do s Dont s Place loyalty to the Constitution, the laws, and ethical principles above private gain Don t use nonpublic information to benefit yourself or anyone else Act impartially to all groups, persons, and organizations Give an honest effort in the performance of your duties Protect and conserve Federal property Don t solicit or accept gifts from persons or parties that do business with or seek official action from DoD (unless permitted by an exception) Don t make unauthorized commitments or promises that bind the Government Disclose waste, fraud, abuse, and corruption to appropriate authorities Don t use Federal property for unauthorized purposes Fulfill in good faith your obligations as a citizen, and pay your Federal, State, and local taxes Don t take jobs or hold financial interests that conflict with your Government responsibilities Comply with all laws providing equal opportunity to all persons, regardless of their race, color, religion, sex, national origin, age, or handicap Don t take actions that give the appearance that they are illegal or unethical Remember: Violating ethics principles may result in disciplinary or corrective action, including criminal prosecution. Protect yourself from disciplinary action by seeking the advice of your agency ethics official.

7 Page 7 Awards/Recognition We would like to remind all supervisors that you can award/recognize your employees when special achievements are accomplished. Why wait for the annual evaluation period to award/ recognize your employee when you can do it right on the spot? Here are some of the awards/recognition we have available for you: Time off Award (TOA) This award represents time off from duty without loss of pay or charge to leave Is awarded for superior accomplishments that contributed to the quality, efficiency, or economy of government operations Supervisor may approve TOA of no more than one working day without review and approval of a higher level official The maximum during one leave year is 80 hours; maximum for a single contribution is 40 hours (for Part-time employees please check with CPO) Employee must use within one year of receipt or award will be forfeited Notable Achievement Award (NAA) Recognizes a special achievement that resulted in a noteworthy contribution to the Air Force Award amounts range from $25 to $500 Recommendations need to be reviewed by the squadron resource advisor and approved by squadron commander Letter of Commendation Used to recognize an employee for unusual achievement or contribution that clearly exceed duty performance Letter of Appreciation Used to recognize an employee for work performance, an act, or service that is better than expected We also have available a variety of Honorary Awards, for example: USAFE Medal of Merit, Air Force Civilian Achievement Award, Exemplary Civilian Service Award and others. Please contact the EMR section, extension , for details regarding eligibility requirements and

9 Page 9 ON THE JOB ACCIDENTS Below are the procedures that need to be followed for on the job accidents of Portuguese National Employees: Supervisor's responsibilities: Make sure employees report to the emergency room at Praia Health Center or Angra Hospital Employee is entitled to first aid and full medical care for the effect of the injury, including hospitalization, without cost to the employee Non-urgent or routine situation: POV, GOV, taxi or bus shall be used for transportation at the discretion of employee and supervisor In the event loss of life, limb or eyesight is threatened, call MDG and their ambulance will transport directly to Angra Hospital. Transportation may also be provided in other cases at the discretion of medical authorities on the scene. Fatal Accidents: Body cannot be removed without presence of Portuguese Authorities Supervisor notifies the Wing Safety office and 65 ABW/CCL (Political Affairs) 65 ABW/CCL will notify HAAZ and other Portuguese authorities USAFE IMT 50 - Supervisor s Report of Injury for Portuguese National Employees Supervisor needs to complete this form within 24 hrs Fax one copy to the insurance company: Send original to Civilian Personnel Office One copy to Safety Office (65 ABW/SE)

11 Page 11 Merit System Principles Merit system principles define a system that is efficient, effective, fair, open to all, free from political interference, and staffed by honest, competent, and dedicated employees. As the federal government experiences continued change in the management of human resources (centralization, deregulation, delegation, etc.), it becomes increasingly important that line supervisors and managers incorporate the merit system principles into all of their decision making processes. For assistance contact the Civilian Personnel Flight. The merit system principles are: 1. Recruit qualified individuals from all segments of society and select and advance employees on the basis of merit after fair and open competition. 2. Treat employees and applicants fairly and equitably, without regard to political affiliation, race, color, religion, national origin, sex, marital status, age, or handicapping condition. 3. Provide equal pay for substantially equal work and reward excellent performance. 4. Maintain high standards of integrity, conduct, and concern for the public interest. 5. Manage employees efficiently and effectively. 6. Retain and separate employees on the basis of their performance. 7. Educate and train employees when it will result in better organizational or individual performance. 8. Protect employees from improper political influence. 9. Protect employees against reprisal for the lawful disclosure of information in "whistleblower" situations (i.e., protecting people who report things like illegal and/or wasteful activities). Payment of Permanent Change of Station (PCS) Expenses Release from Period of Service Requirement In accordance with guidance received from Air Force Staff Office of the General Counsel, the DoD Per Diem Travel and Transportation Allowances Committee, AF/A1PC, and 3AF/JA, employees who apply and are selected for Air Force positions after having served the 12 months required in their Service Agreement (DD1617) are to be released promptly. Such moves are considered in the best interest of the Government. Fulfilling the tour of duty as specified in DD1617 and the Overseas Employment Agreement is required only to become eligible for return transportation to the home of record in the CONUS or, if applicable, to exercise return rights. Additionally, employees on renewal tours can only be held liable for Renewal Agreement Travel expenses if they don t complete 12 months of service IAW JTR, Ch For employees who do not encumber centrally-managed positions, the gaining organization is responsible for payment of PCS costs. The losing organization is not liable for payment of PCS costs for employees who apply and are selected for positions at other duty locations. All other requests for early release from established tour of duty where the employee wishes to receive paid transportation back to his/her last Permanent Duty Station, home of record, and/or exercise return rights are to be made IAW JTR, Ch Contact the Civilian Personnel Flight at for further information.

12 Page US Federal Holidays Friday, December 31, 2010* Monday, January 17 Monday, February 21** Monday, May 30 Monday, July 4 Monday, September 5 Monday, October 10 Friday, November 11 Thursday, November 24 Monday, December 26*** New Year s Day Birthday of Martin Luther King, Jr. Washington s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day *January 1, 2011 (the legal public holiday for New Year s Day), falls on a Saturday. For most Federal employees, Friday, December 31, 2010, will be treated as a holiday for pay and leave purposes. (See 5 U.S.C. 6103(b).) ** This holiday is designated as "Washington s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law. *** December 25, 2011 (the legal public holiday for Christmas Day), falls on a Sunday. For most Federal employees, Monday, December 26, will be treated as a holiday for pay and leave purposes. (See section 3(a) of Executive order 11582, February 11, 1971.)

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